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Reference For: admins

Billing

Manage your workspace's own subscription to Subgrade — your plan, seats, renewal date, and payment history. This is not a page for billing your clients or subcontractors; that lives under Subcontractors and project costing.

Who can use it — Anyone with "view subscriptions" permission. See Roles & Permissions for how access is set. Depending on how your workspace is configured, some tabs (Orders, Payments) may be hidden entirely.

Where to find it — Payroll & Billing → Billing in the sidebar.

How to use it

The page opens on an overview strip and a set of tabs.

  • Overview strip — four tiles: Current monthly cost (base plan + any overage, at your current seat count), Seats in use (active users against your plan's included quota, plus any overage seats and their rate), Next renewal (date and days remaining), and Plan status (or, if you're on a trial, days left in the trial). If your workspace has no billable subscription yet, this strip doesn't show.
  • This cycle so far — a cost breakdown card appears underneath the strip only when you're actually carrying overage seats, itemising the plan base cost, the overage seats charge, and the total for the period.
  • Upgrade suggestion banner — if a cheaper plan would cover your current seat count for less than what you're paying in overage, a green banner suggests it and links straight to checkout for that plan. You can dismiss it; it reappears next time you log in.
  • Tabs — Subscriptions, Orders, Payments — switch between them with the buttons under the overview. Which tabs appear depends on your workspace's configuration.

Subscriptions

Lists your workspace's subscription(s) to Subgrade: plan name, price (and interval — e.g. per month, per seat), next renewal date, status, and whether it renews automatically.

  • View Details opens the full subscription — plan, price, price tiers (for usage-based plans), renewal date, status, and any active discount.
  • Change Plan (when available) opens the plan picker to move to a different plan.
  • Cancel Subscription (when available) starts cancellation — you'll be asked if there's anything that would change your mind, with a link to contact support, before you can confirm.
  • Discard Cancellation appears once a subscription is scheduled to cancel at the end of the current cycle, letting you undo that and keep renewing.
  • Update Payment Details (from the subscription's Manage Subscription menu) takes you to your payment provider's secure page to change your card or payment method.
  • Verify Phone Number / Complete Subscription buttons can appear on a subscription that's stuck pending phone verification or an incomplete checkout — follow the prompt to finish setup.

A subscription's status and available actions depend on how it's billed (through a payment provider vs. managed locally) — not every action is available on every subscription.

Orders

One-off purchases against your workspace (as opposed to the recurring subscription) — total amount, status, and last updated date. View opens an order's line items, discount, and tax breakdown.

Payments

Your transaction history — amount, status, what it was for (subscription or order), and date. Where an invoice is available for a successful payment, a See Invoice action generates it; if your workspace's billing address isn't complete, you'll be prompted to finish it in My Profile first (or proceed without it).

Connected pages

Tips & common mistakes

  • No overview strip? That means your workspace doesn't have a billable subscription on file yet — this is normal for a brand-new tenant before checkout completes.
  • Seat overage — going over your plan's included seat quota doesn't block you from adding people; it just adds a per-seat overage charge to your next invoice, shown on the "This cycle so far" card.
  • Missing Orders or Payments tab? These can be turned off for the whole workspace in configuration — if you expect one and it's gone, check with whoever manages your Subgrade account.
  • Can't find Change Plan or Cancel? Those actions only show up for subscriptions that are active and managed through a payment provider — a trial, a paused, or a locally-managed subscription won't show them the same way.